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MacKillop Baseball Club
2026 AGM Positions & Duties

Executive Committee

PRESIDENT

  • The President shall be the chairperson of the Club and the ex-offico at all meetings
  • Shall act as the chief contact to the relevant Leagues or Association
  • Shall coordinate and manage performance of all members of committee
  • Shall be available and where possible be the face of the club on events including but not limited to registration days, baseball events, presentations and fundraising events.

VICE PRESIDENT

  • The Vice President shall perform all the duties of the President in his / her absence

SECRETARY

  • The Secretary shall record, or cause to be recorded, the minutes of all meeting held by the Club
  • Shall keep a petty cash book, the amount to be decided by the committee
  • Shall keep an attendance book for all meetings held by the Club
  • Shall perform, or cause to be performed, all clerical duties not the Club
  • Shall carry out the directives of the Club
  • Shall keep a list of the names and addresses of the Office Bearers, Life members and Patrons of the Club
  • Shall keep a list of names, addresses and phone numbers of all Club Members
  • Shall keep custody of all records of the Club and receive all correspondence of the Club

TREASURER

  • The Treasurer shall collect and account for all monies payable to the Club
  • Shall present accounts for payment to the Committee for approval and shall draw cheques for payment upon approval
  • Shall deposit all monies received by the Club in the approved accounts with approved financial institution. NOTE: Monies to be withdrawn from the approved accounts shall require the signatures of any two (2) of the Committee
  • Shall present a financial statement, together with an audited balance sheet and statement of income and expenditure for the preceding year to the AGM
  • Shall present all Club account to the approved auditor in time for the audited return to be presented at the AGM
  • Shall submit a list to the Committee of all amounts owing by unfinancial members of the Club
  • Shall submit a statement of accounts at every general meeting

Management Committee

ASSISTANT TREASURER

  • The Assistant Treasurer shall, at the direction of the Treasurer, assist the Treasurer in all functions of that position within the Club
  • The Assistant Treasurer shall, at the directive of the Treasurer, perform all functions of that position under the directive of the Committee

PUBLICITY / MEDIA OFFICER

  • The Publicity Officer shall at the direction of the executive committee, perform all duties in connection with general publicity, including weekly fixtures, general news and other such publication as is deemed necessary, all publicity affecting the policy of the Club shall be decided by the Committee.
  • Shall be responsible for the maintenance and upkeep of any published information, including but not limited to, newsletters, website and/or social media

JUNIOR REGISTRAR

  • The Junior Registrar shall at the direction of the executive committee, keep a record of all the names, addresses and phone numbers of every junior member of each team throughout the playing season under the adopted system of the Club
  • Shall not add, alter or delete any entry made on a registration book or form, but shall immediately bring to the notice of the Committee any irregularity or discrepancy therein

SENIOR REGISTRAR

  • The Senior Registrar shall at the direction of the executive committee, keep a record of all the names, addresses and phone numbers of every senior member of each team throughout the playing season under the adopted system of the Club
  • Shall not add, alter or delete any entry made on a registration book or form, but shall immediately bring to the notice of the Committee any irregularity or discrepancy therein

FUND RAISING COORDINATOR

  • The Fund Raising Coordinator shall at the direction of the executive committee, be responsible under the direction of the Committee for all fund raising activities
  • Shall be responsible for planning fund raising events
  • May work as a coordinator of a committee on any specific event, including but not limited to presentations and fund raising events
  • May, where applicable, coordinate and lead any grant proposal
  • May work as a coordinator of any sponsorship proposal within a voted sub-committee.

EQUIPMENT OFFICER

  • The Equipment Officer shall at the direction of the executive committee, be responsible for all equipment belonging to the Club and shall keep records of all such equipment to the satisfaction of the committee
  • Shall report on matters relating to Club equipment at each and every meeting

UNIFORM OFFICER

  • The Uniform Officer shall at the direction of the executive committee, be responsible for the Uniform and any apparel stock
  • Shall maintain adequate stock levels of all essential “game day” uniform items and adjust stock levels dependent on demand
  • Shall liaise with manufacturer to maintain a high standard of uniform performance and appearance in accordance with the current uniform guidelines.
  • Shall control availability of, and range of supporters, apparel and accessories.

GROUNDS COORDINATOR

  • The Grounds Coordinator shall at the direction of the executive committee, be responsible for the maintenance and weekly set-up of the grounds and facilities.
  • Duties include the mowing and maintenance of the dirt basepaths, the maintenance of the fences and canteen/club house building.
  • Responsibilities do not extend to areas under maintenance of Penrith City Council, including parks, car park and the greater Chapman Gardens Facility.
  • Shall notify the Executive Committee or appropriate committee member of any item that may affect ground suitability for games or create a dangerous environment.
  • Shall liaise with Penrith City Council where appropriate to arrange for delivery of materials or any council responsible ground maintenance or work.

CANTEEN COORDINATOR

  • Shall at the direction of the executive committee, be responsible for maintaining stock of food and drink at all times
  • Shall ensure a clean, safe work environment, before during and after games and events.
  • Ensures rosters are provided and suitable volunteers are available for the season’s events
  • Is required to open and close the canteen facility, or find a suitable replacement and to ensure all money is removed from the premises at the end of each day.
  • Is to ensure all canteen related invoices are paid and up to date within a reasonable time frame and the club is able to financially cover any liabilities
  • Shall liaise with the executive committee any equipment needs.

CLUB DELEGATE

  • Shall attend all GWBA/Sydney Metro/NSW Baseball or appropriate association meeting and act on behalf of the club.
  • Shall delegate responsibility to another management committee member in the event of an inability to attend any planned meeting
  • Shall report any changes or information at each meeting, back to the club at the monthly meeting

SOFTBALL COORDINATOR

  • Shall act as the MacKillop Baseball Club delegate for Softball NSW/Penrith City Softball
  • Shall coordinate with appropriate committee members any needs of the softball team/teams registered with MacKillop Baseball Club including but not limited to equipment, uniforms, fundraising.
  • Shall take the role of registration officer for any softball teams registered with MacKillop Baseball Club.

PUBLIC OFFICER

  • Shall act as the point of contact between the club and any government body.
  • May be any member of the club, over the age of 18, who is a resident of NSW
  • Shall coordinate, in conjunction with the committee, any requirements under Incorporated Associations Act of NSW of 2009
  • Shall ensure any correspondence sent to the club address is collected in a timely manner from the club’s address and postal box

HEAD COACH

  • The Head Coach shall be responsible for all matters relating to individual team coaches, and if necessary assist and advise in all matters relating to coaching within the Club
  • Immediately bring to the attention of the Committee any identified problems associated with coaching as a whole or in any individual team.
  • Arrange where necessary coaching clinics and accreditations

UMPIRE COORDINATOR

  • The umpire coordinator will be responsible for all matters relating to umpires within the club. This includes but not limited to training, retaining, scheduling, development and mentoring
  • They will need to stay informed about the rules and regulations of all games the club teams are involved in
  • Training & development: organise and facilitate training programs including courses, clinics and mentoring opportunities
  • Attend game day to support and mentor umpires during games to provide evaluations and feedback
  • Financial management of the umpires; liaise with treasurer to ensure umpires are paid